Module 8a
Care Pay - Carer Payment
Process
Social Care Information Transformation
CONTENTS
Caseload Navigation .......................................................................................................... 3-7
My Client (Foster Care Screen) ....................................................................................... 8-10
Fostering Finance Process Flowchart for setting up a New Foster Carer .................. 11
Setting up a New Carer on CareFirst ............................................................................. 12-14
How to Record Payee Details on Main Foster Carer’s Record ...................................... 15-16
Gen 4 – Children Change of Circumstances Payment Notification Process Flowchart ....................................................................... 17
How to Add a Foster Care Agreement ........................................................................... 18-20
How to Create Allowances ............................................................................................. 21-23
How to Authorise Service Agreements/Allowances ............................................................ 24
Amendments to Foster Care Agreements........................................................................... 25
How to Amend a ‘Foster Carer’ on a Foster Care Agreement ............................................ 26
How to Amend a ‘Service Type’ on a Foster Care Agreement............................................ 27
How to Record a Retainer Agreement for ‘Foster Care/Fostering Misc’ ........................ 28-32
How to Record a Retainer Agreement for ‘Fostering Skills Fee’ .................................... 33-37
How to End an Allowance .............................................................................................. 38-39
How to End a Foster Care Agreement ........................................................................... 40-41
How to Print ‘List Allowances for Children Age 16+’ Report (Version 5)………….42-43
Fostering Finance – Weekly Payment Run Process Flowchart .................................... 44
How to Create Weekly Transaction Batches – Regular Payment & Birthday Run ......... 45-47
How to Create Transaction Batches – Holiday Run ............................................................ 48
How to Create Transaction Batches – Xmas Run ............................................................... 49
Create Run Interface Routines – Create BOP Transactions .......................................... 50-52
How to View and Authorise Transactions ...................................................................... 53-54
Create Transactions Batches – Populate Interface Run ................................................ 55-56
Create Run Interface Routines – Populate BOP Interface ............................................. 57-59
Create Batches – HCC Child Carepay Payment ............................................................ 60-61
Create Run Interface Routines – Extraction Batch Processing ...................................... 62-63
Fostering Finance – Authorising Payment Batch Flowchart ........................................ 64
Reports
How to Create ‘Hull’s Carer Remittance’ Report ................................................................. 65
How to Print ‘External Batches’ (Extraction Batch) ........................................................ 66-67
How to Print ‘Transaction Batches’ Screen ......................................................................... 68
How to Create ‘List Transactions in a Batch by Status’ Report (Carefirst Version 5) ..... 69-70
Checking the Balance of the Weekly Transaction Batches against the Populate
Interface Run ...................................................................................................................... 71
Process for Authorising Payment Batch ................................................................... 72-74
Amendments to Transactions ............................................................................................. 75
Information Systems Team
June 2010
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Caseload Navigation
The Caseload screen shows assignments and allocations for you as a Worker, a
Manager or if you are responsible for a Team, and can be used as a central point to
view a summary of those assignments and allocations.
1.
Please Note: The caseload Icon will only show caseload information depending on
the desktop view you have selected (i.e. If the Manager is looking at the Team
Desktop, the caseload will show assignments and allocations for the Team, not the
Manager.)
This header Bar
Indicates the Desktop
View you are in.
For Workers &
Managers this will show
your name.
For a Team View this
will show the Team
name. e.g., Riverside
FRC.
2.
Click on the ‘Caseload’ icon
screen.
from the top right hand side of the desktop
Assignments’ & ‘Allocations’
Within the caseload, there are 2 grey tab headings, Assignments & Allocations.
‘Assignments’ are pieces of work that have been assigned to you these include:ICS Questionnaires (Assessments), Activities, Meetings, Child Protection Conferences,
Events and Allocation Relationships (Primary or Assigned Worker).
This Assignments screen provides you with all of your caseload information (including
allocations) as you can see from the larger screen print above. It is useful to use this screen
when you have your client related supervision because you can quickly access client records
from here without having to go through the ‘Find People’ screen.
‘Allocations’ appear within this view when you have Allocation Relationships record
between you and the Client. This screen is useful to check if a case has transferred so you
can ensure that your involvement has ceased.
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Within the ‘Assignments’ tab, above you can see the ‘Caseload Key & Filter’, the way the
information is displayed will depend on the option you select of ‘Type’ or ‘Chronology’. The
different types are explained below:Caseload Key & Filter: ‘Type’ radio button- this option will show the types of records that
are Assigned to you by displaying the expandable folders as shown below:-
Note: The list of folders may differ depending on the pieces of work have been assigned to
you, for example, if you are not the responsible worker for any Child Protection Conferences,
then this folder will not show.
Each folder displays in the style of a grey bar, with a yellow folder icon, a blue heading, and
the number of records within the folder. To open and close the folder, click on the yellow
folder, blue heading, or record count, this will open the folder and enable you to view the
records held within them, a few of which are shown below.
‘Assessments’ - This folder will contain a list of client’s assessments were you are recorded
as the assigned worker for (E.g. Initial Assessments, Core Assessments).
This is the icon for
a ‘person’ if this
shows red; it
means the person
has a warning
indicator
My Client will take
you to the ‘My
Client’ Screen for
the client’s record
you have selected
Reassign will
allow you to
reassign the
selected
assessment to
another worker
Assignee History
will show you
previous
assignment
information for the
assessment
Details will open
the assessment
you have selected
Note: There is an ‘Outcome or End Date’ Column, historical assessments (Ended
Assessments) will only show if the ‘Show History’ option has been selected within the
‘Advanced’ options folder (explained later).
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June 2010
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‘Allocations’
My Client will take
you to the ‘My
Client’ Screen for
the client’s record
you have selected
If a red flag is shown
within your allocations,
this indicates that there
are open activities on this
child’s record
Details will show
further allocation
details of the
selected record
‘Activities’
The activities folder will provide you with a summary of all activities that are assigned to you,
the coloured blocks / arrows will provide you with different information on each activity.
My Client will
take you to the
my client
screen for the
selected record
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Details will take
you into the
activity details for
the selected
record
Caseload Key & Filter: ‘Chronology’ radio button – If the chronology view is selected a list
of all pieces of work assigned to you and allocation relationships will be shown in date order
(rather than broken down into record types).
Note: (If you are viewing the Chronology from the My Client Screen, this will show all records
recorded on the client (Rather than pieces of work only you are responsible for.)
Record Type: The left hand column will show symbols as to which type of record is shown
Shown in the Key below:
‘Advanced Search’
Advanced Search by Type:
For selected record types, this tick
must be taken out of ‘Show all types’
Record types
you wish to
search for
Search results
1.
‘Show all Types’ – take the tick out of the tick box to enable you to select specific
record types.
2.
‘From Date’ – This field can be used if you are searching for records from a certain
date (i.e. all record from 01-01-1998)
3.
‘To Date’ – This field can be used if you are searching for records up to a certain date
(i.e. all record up to 31-12-1998)
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June 2010
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4.
Both the ‘From’ and ‘To’ date fields can be used if searching between a specific date
range (i.e. all records within a particular month).
5.
‘Show History’ – place a tick in the tick-box if you would like to view historical
(previously ended) records.
6.
‘Record Types’ – place a tick in the record types to show those records, multiple
boxes can be ticked, as shown in the screen print above.
7.
‘Apply’ – this button will activate the search on the criteria you have selected (this is
shown in the screen print above, e.g. the assessment and activities boxes were ticked,
when the ‘apply’ button was selected, only the assessment and activity folders are
shown.
8.
‘Reset’ – the yellow ‘Reset’ button will reset the Caseload screen back to its default
setting.
9.
Advanced Search by Chronology:
Number of records found
Search results
An advanced search by chronology will show the information in a date order (e.g. records
that are assigned to you, most recent first); however, this will only show the criteria you
selected prior to clicking ‘Apply’.
The above screen print displays the CP Conferences & Activities folder, therefore, the
search will show all activities and CP conferences the worker has assigned to them.
NOTE: The yellow ‘Reset’ button will reset the screen back to its default setting,
which will be to show assignments by type
Whenever information / client records have been amended through the caseload, the
changes will usually show instantly, however, as a precaution, the yellow ‘reset’
button can be used to ensure records have been updated.
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June 2010
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Navigation of the ‘My Client’ Screen
When you first log onto CareFirst, your Desktop will automatically appear. When you first
click on the ‘My Client’ icon the ‘Find Person’ screen will appear and you will need to
search for the person, select the person and then click on the ‘Use Selected’ button to take
the person back to the ‘My Client’ screen.
Thereafter, when you click on the ‘My Client’ icon, CareFirst will immediately take you into
the ‘My Client’ screen displaying the person you have previously viewed.
No
1
Description
‘Team’ link – shows the team you are attached to.
2
‘Worker’ or ‘Manager’ link – shows your name.
‘Client’ link – shows the client you are currently viewing and their ID number.
You can click on the ‘Change’ link to find another person.
4
Session Time Remaining – shows you how long you have left before
CareFirst times out. CareFirst is set up to time out after two hours if it has not
been in use. The time will automatically refresh itself if you click on a button or
link.
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June 2010
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5
Allocated Team – shows the Primary Team.
6
Allocated Worker – shows the Primary Worker.
7
8
Gender, Age, Birth Date – shows the gender, age and date of birth of the
client.
Main Address – shows the main address of the client.
9
Main Telephone Number – shows the main telephone number of the client.
10
‘Person Details’ button – takes you into the ‘Personal Details’ screen.
11
Key Classifications – certain Classifications have been set up in CareFirst to
default through to the ‘My Client’ screen as a ‘Key Classification’. These are
ethnicity, first language, other language, communication needs and nationality.
12
‘Details’ button – you can select a Key Classification and click on the
‘Details’ button to view further details of the Key Classification.
13
New Messages – any new Messages relating to the client that have not been
read will appear in this section.
‘Write Message’ button - takes you into the ‘Message Detail’ screen to send
a Message.
‘Messages’ button – takes you into the Messages screen and will display all
Messages relating to the client you are currently viewing.
‘Details’ button - You can select a Message and click on the ‘Details’ button
to go into the ‘Message Detail’ screen.
Open Assignments – shows all open pieces of work for the client e.g.,
current Assessments, Activities and Events being undertaken with the client.
You can select these and click on the ‘Details’ button to view further details.
‘Network’ button – you can access Relationships and Contacts via this
button.
‘Chronology’ button – you can access the client Chronology by clicking on
this button.
‘Reassign’ button – you can select an Open Assignment and reassign via
this screen.
‘Assignee History’ button – you can view assignee history on an Open
Assignment via this screen.
‘Details’ button – you can select an Assignment and click on the ‘Details’
button to view further details.
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15
16
17
18
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20
21
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The block on the left contains the Icons which when clicked on will take you into that
selected area of the client’s information.
The ‘Desktop’ icon will take you back to the Desktop from any screen.
Shows the Worker or Manager ID Number. Clicking on the ID number
takes you to the Worker or Manager Desktop. If an envelope appears
underneath an ID number, this means a new Message has been sent to
that ID number.
The ‘Show Main Menu’ icon will open the Main Menu to access the
menu options for all screens in CareFirst relating to the client you are
currently viewing.
The ‘Find Assessments’ icon will take you into the Assessment screen.
The ‘Favourites’ icon will show all the Clients you have identified as a
Favourite.
The ‘Find Relationships’ icon takes you into the ‘Find Relationships’
screen
This is the screen you are currently viewing. Whilst in other screens, this
icon will take you back to the ‘My Client’ screen at any time.
The ‘User’ icon shows the user currently logged in to CareFirst. You can
also change your CareFirst password via this icon.
The ‘Logout’ button must be used when logging out of CareFirst.
The grey cross in the top right hand corner will close the screen you are in
and take you back to the Worker/Manager/Team Desktop.
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June 2010
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Fostering Finance – Process for Setting up a New Foster Carer
Fostering
Finance
Officer
New Foster Carer is Approved at Panel
Send New Creditor Form to the
Foster Carer for them to complete
and Return
New Creditor Form Returned by Foster
Carer
Complete the Request for New
Creditor Form and Fax to Creditors
team to obtain Account Payment
Reference/Supplier No:
Check E-mails and Oracle
for the Foster Carers New
Payment Reference
Record Payment Reference and
Payment Method on the Foster Carers
Record on CareFirst
The Foster Carers Payment information
has now been recorded on CareFirst.
Please note: The Foster Care will not
automatically receive payments until a
Child is placed with them. You will
receive a Gen 4 detailing the payments
you need to enter onto CareFirst
Follow the– Children/Carers Payment
Notification (Gen 4) Process Flowchart
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From the Main Menu select
the Finance folder option,
then select the Care Pay –
Carer Payments (CYPS)
folder option click on Payee
Details option to enter the
Payee details screen.
Finance Process for Setting up a New Carer on CareFirst
1. Foster Carer approved at Panel. The Fostering Approval is recorded on CareFirst by the
Panel Clerk.
2. Fostering Finance are verbally informed by Fostering Social Worker of a new carer that
has been approved at Panel.
3. The following form (‘New Creditor’) is sent to the Foster Carer for them to complete. N.B.
The ‘New Creditor’ form can be accessed through the Fostering Team shared
drive/Finance and Fostering Fees/Finance/New Creditor:-
Request for a New Carer to be set up on Oracle E Business
Surname
Forename
Telephone
Number
Address
Fax
Number
Email
Town
Postcode
Bank Sort Code
Bank Account Number
Bank Account Holder's
Name
Name of Bank
Signature/s
4. Once the completed ‘New Creditor’ form has been returned by the Foster Carer,
Fostering Finance complete the ‘Request for New Creditor’ form as shown on the next
page. N.B. The ‘Request for New Creditor’ form can be accessed through the
Fostering Team shared drive/Finance and Fostering Fees/Finance/Request for New
Creditor:-
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Request for New Creditor Form
Date Rec'd
Procurement
In the event of query please contact:
Name
Department
Ext
F O S T
&
Fax
A D O P T
Supporting Documentation (delete as appropriate)
Invoice
6 1 2 3 1 7
Requisition
/
/
Letter from Supplier
/
Other
NB: Supporting documentation (copy invoice, company letter etc) must always be enclosed for authenticating purposes.
Creditor Type
Y/N
Voluntary Organisation
A Creditor that provide Goods/Services/Works and are not a Voluntary Organisation or Sub contractor
A Creditor that provide Services/Works which fall within the Construction Industry Scheme
A Creditor that is 'Not for profit' Organisation
Other
Please Specify
Trade Supplier
Sub Contractor
C
A
R E
R
For Sub Contractors please complete the details below. See guidance on using new Sub Contractors for further details.
Note: Faliure to enter these details will result in the form being returned for completion.
Sub Contractor UTR Number
Employment Status Checked
Company Reg No. CRN
National Insurance No.
IMPORTANT
All Trade Suppliers/Sub Contractors need to answer the attached Equality information in order to be processed
on the System. Please ensure that the attached form is completed to avoid delays in setting up your creditor
Payment Method (delete as appropriate)
BACS
/
Cheque
Payment Terms U R G E
Note: Bank Details must be accompanied by a Bank Slip or official company letter.
Sort Code
/
/
Bank Account Number
Bank Account Name
Supplier Number *
Requisition Number
Procurement Use Only
If applicable
Supplier Name
Supplier Address
Supplier Postcode
Supplier Contact Name
Telephone Number
Fax No:
Supplier Email Address
Payee Name
(if different to supplier details)
Payee Address
Postcode
Procurement Use only:
Category Manager Approved
Name
Date
Name
Date
Name
Date
(where applicable)
Name
Date
Sub-Contractor Details
Updated (where applicable)
Name
Date
On SCMS
Supplier Details Updated
Bank Details Updated
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N T
5. Fostering Finance to complete the details in the ‘Request for New Creditor’ form.
6. Fostering Finance to fax the ‘New Creditor’ Form and the ‘Request for New Creditor’
form to the Creditors Team, Fax No: 318991.
N.B. In the event of an emergency payment being required an e-mail is sent to the
Business Support Service Desk with the following details: - Foster Carer’s Name and a
request that the faxed information to be set up immediately.
7. The Creditor’s Team will then set up the Foster Carer on Oracle and this will produce an
Account Payment Reference Number/Supplier No. (8 digits).
8. Fostering Finance to check E-mails and Oracle for the new Payment Reference. Once
Payment Reference known record Payment Reference on main Foster Carer’s Record
on CareFirst.
Please note the same process will apply when you receive notification to pay Carers from
Adoption, Short Breaks and Family & Friends Team.
Information Systems Team
June 2010
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How to Record ‘Payee Details’ on Main Foster Carer’s Record
1. From the ‘Main Menu’ select the ‘Finance’ folder to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Payee Details’ folder to open the ‘Payee Details’ screen as shown below:-
4. ‘Name’ – Enter the ID number of the Foster Carer if known and click the enter key to
populate the Foster Carer’s name and address, or alternatively click on the drop down
arrow to take you to the ‘Find Person’ search screen.
5. ‘A/c Payee Ref’ – Enter the ‘Payment Reference’ number and click the ‘Save’ button.
6. Click on the ‘Payment’ button to open ‘Payment Methods’ as shown below:-
7. Click on the ‘Add’ button to open the ‘Payment Method Details’ screen as shown on
the next page:-
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8. ‘Pay Method’ – Click on the drop down arrow and select ‘Bacs Payment’.
9. ‘Pay Condition’ – Do not use.
10. ‘Start Date’ – Enter ‘01-01-1900’.
11. ‘End Date’ – Leave blank.
12. Click the ‘Close’ button and click the ‘Close’ button again. Click ‘Save’ button and click
‘OK’ to come out of the ‘Payee Details’ screen.
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Fostering Finance – Children/Carers Payment Notification Process
Fostering
Finance
Officer
Completed Gen 4 – Children Change of
Circumstance Payment Notification Form
received in Fostering Finance from
Fostering Team, Adoption Team, Family &
Friends Team & (Family Resource Teams
for S17 Payments). Short Breaks Team
submit their own forms for starting
payments but may also use and submit the
Gen 4 for one off payments.
From Gen 4 record the appropriate
Allowances on the Child or Foster
Carers record
Check that the Service
Agreement has been
entered (If not record
this on CareFirst)
Record any Day Care
and Miscellaneous
Agreements when
required
Record Allowances From main menu select
Finance, CarePay –
Carer Payment (CYPS),
then select Create
Allowance
Authorise the Service
Agreements and
Allowances
Follow the Weekly Payment Run
Process Flowchart
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From main menu select
Finance, CarePay –
Carer Payment (CYPS),
then select Authorisation
of Carer Payment
How to Add a Foster Care Agreement on the Child/Young
Person’s CareFirst Record
The Service Agreement is an agreement between the purchaser and the carer who is
delivering the service to the Child/ YP. This agreement must be recorded before the
Allowances are recorded and must be correct as it has financial implications for the carer
and the department.
N.B. This Agreement may have already been inputted by the ‘Events’ Team.
1.
Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2.
Click on ‘Care Pay – Carer Payments (CYPS)’. Click on ‘Service Agreements’ from
the Menu to open the ‘Find Service Agreements’ screen as shown below.
3.
‘Subject’ – Enter the Child/Young person’s ID number if known, or alternatively click on
the grey square icon to bring up the ‘Find Person’ screen to search for the
Child/Young person.
4.
Click on the ‘Add’ button to open the ‘Add Agreement’ screen as shown below.
5.
‘Service’ – Click on the drop down arrow and select ‘Foster Care’. In the next field,
click on the drop down arrow and select the appropriate ‘Service Type’.
6.
‘Service Provided For’- Click on the ‘Client’ radio button.
7.
Click on the ‘Next’ button to take you to the ‘Carer Agreement Details’ screen as
shown on the next page:
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8.
‘Responsible’- Enter the appropriate code as shown below, or alternatively click on the
‘Grey Square’ icon to bring up the Find Teams screen and enter search criteria and
click on the ‘Search’ button for the results to appear.
Responsible Team
CFOCHDIS
CFOFOST
CFOEAST
CFONCARR
CFONORTH
CFORIVER
CFOWEST
CFFFOST
CFOYPSS
CSBFOST
CFFEAST
CFFNORTH
CFFNORCA
CFFWYRIV
CSBWEST
CSBEAST
CSBNORTH
CSBNORCA
CSBWYRIV
CFFWEST
Description
CHILDRENS DISABILITY FOSTERING BUDGET
FOSTERING SERVICE BUDGET
EAST AREA FOSTERING BUDGET
NORTH CARR AREA FOSTERING BUDGET
NORTH AREA FOSTERING BUDGET
WYKE/RIVERSIDE FOSTERING BUDGET
WEST AREA FOSTERING BUDGET
FAMILY/FRIENDS FOSTERING BUDGET
YOUNG PEOPLES SUPPORT FOSTERING BUDGET
SHORT BREAKS FOSTERING BUDGET
EAST FAMILY AND FRIENDS
NORTH FAMILY AND FRIENDS
NORTH CARR FAMILY AND FRIENDS
WYKE/RIVERSIDE FAMILY AND FRIENDS
WEST SHORT BREAKS
EAST SHORT BREAKS
NORTH SHORT BREAKS
NORTH CARR SHORT BREAKS
WYKE/RIVER SHORT BREAKS
WEST FAMILY AND FRIENDS
NB: In the background the responsible team is attached to the appropriate cost centre for
the payment of Fostering Allowances.
9.
Click on the ‘Select Carer’ button to take you to the ‘Find Carer Approval Details’
screen as shown below:-
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10. ‘Carer’ – Enter the ID number of the Foster Carer and click on the grey square to
populate the name field, OR, if you do not have the ID, click on the grey square icon to
bring up the ‘Find People’ screen in order to search for the Foster Carer.
11. Click on the ‘Search’ button and the approvals for the carer will appear, select the
appropriate service and click on the ‘Use Selected’ button to take you back to the
‘Carer Agreement Details’ screen. If no approval is listed contact the Panel Clerk to
investigate.
N.B. To view the details hover the mouse over ‘Service’ and this will indicate the
service type, alternatively highlight the record and click on the details button. Ensure
you do not select a service that has been attached to a specific child.
12. ‘Start’ – Enter the placement start date and click on the ‘Next’ button and a message
will be displayed, informing ‘Agreement was successfully Added’. Click ‘OK’ to
acknowledge and this will take you to the ‘Add Agreement’ screen as shown below:
13. Click on the ‘Yes’ button to complete the agreement at this stage, a message will
appear informing you that the Agreement was successfully completed. Click ‘OK’ to
acknowledge the message to return back to the ‘Service Agreement Details’ screen.
14. Scroll down the page and check all information is correct.
15. If amendments are required to the Service Agreement follow ‘Amendments to Foster
Carer Agreement’ instructions.
N.B. Events to E-mail Fostering Finance with an
excel spreadsheet of all service agreements loaded
on CareFirst
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How to Create Allowances
1. Click on the ‘Show Main Menu’ icon and click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payment (CYPS)’ folder. Click on the ‘Create Allowances’
folder to open the Create Allowance screen as shown below:-
‘Find’ button
3. Enter the ID number of the Child/Young Person and press the Enter or TAB key to
default the Clients name and address or click on the down arrow to access the find
people form and perform a search. Click the ‘Find’ button.
4. The agreements recorded on the Child/Young Person’s record will be displayed as
shown below:-
5. Select the appropriate agreement by clicking onto it; this will become green denoting that
this is the active agreement.
6. Click the ‘Allowances’ button to open the ‘Allowances for Agreement’ screen, which
may list existing or newly created default allowances as shown on the next page, check
the dates accordingly.
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N.B. Default allowances will only appear on a Child/Young Person’s record if there are
no current allowances already recorded. If default allowances do appear these have
been automatically created by CareFirst without the Budget information, therefore you
will need to enter this information.
7. Highlight the defaulted allowance and click the ‘Details’ button.
8. ‘Start’ date varies depending on the type of allowance, check and amend accordingly:Basic Allowance – Placement Start Date
Birthday Allowance – Date of next Birthday
Christmas Allowance – Enter the 25th December and the next payment year.
Holiday Allowance – Enter the 31st May and the next payment year.
9. Click on the drop down arrow on the ‘Budget’ field to select the appropriate budget as
shown below:
‘Budget’ field
‘Close’ button
10. Click ‘Close’ to return to the list of default allowances. Repeat as above until all Budgets
have been recorded against the default allowances.
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11. Click the ‘Add’ button to record a new allowance and enter the allowance details.
12. ‘Category’ - Click on drop down arrow and select as appropriate. This information will
be indicated on the Gen 4.
13. ‘Code’ - Click on drop down arrow and select as appropriate. This information is
determined by the category.
14. ‘Payee’ - Click on drop down arrow and select ‘Carer is Payee’ unless otherwise
advised.
15. ‘Paid Until’ – Leave blank.
16. ‘Start Date’ – Enter the start date of the allowance payment.
N.B. This date should be a Sunday for Day Care/Short Breaks e.g. Allowance start date
is a Wednesday therefore record the start date as the previous Sunday.
17. ‘End Date’ – Only complete this field now for Respite and Day Care/Short Breaks.
N.B. This date should be a Saturday for Day Care/Short Breaks e.g. Allowance end date
is a Wednesday therefore record the end date as the following Saturday.
18. ‘Amount’ – Enter the amount if required e.g. Day Care/Short Breaks or One Off
Payments.
19. ‘Proj Amt’ – This will default automatically, please do not amend.
20. ‘Pay Type’ – Only complete this field for ‘One Off’ Allowances, select as appropriate.
21. ‘Budget’ - Click on drop down arrow and select the appropriate budget. This information
is determined by the category.
22. Click ‘Close’ button to return to the list of allowances.
23. Click ‘Save’ and click ‘Ok’ to exit.
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How to Authorise Service Agreements/Allowances
1. Click on the ‘Show Main Menu’ icon and click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payments (CYPS)’ folder. Click on the ‘Authorisation of
Carer Payment’ folder to open the Authorise Carer Services screen as shown below:-
3. Click on the ‘Client or Carer’ first shorter field and enter ‘ID Number’. Press the Enter
or TAB key to default the Client or Carers name or Click on the down arrow on the longer
‘Client or Carer’ field to access the find people form and perform a search. Click search
to list all Agreements that require authorising or allowances that require authorising.
4. The current agreement you are working with is displayed in green text and all others in
red text. Make sure you are on the agreement you are working with – this should be
green, Place a tick in the ‘Authorise’ box then click save.
5. An error message maybe received stating there is nothing to ‘Authorise’ – Click ‘Ok’.
However there still maybe Allowances which need Authorising.
6. Now click the ‘Allowances’ button to authorise the Allowances to be paid to the Foster
Carer.
7. Allowances attached to the specified Client or Carer are displayed here – Both the Carer
and Clients names are detailed in the bar at the top of the screen.
8. The current allowance you are working with is displayed in green text and all others in
red text. Make sure you are on the allowance you are working with – this should be
green, Place a tick in the ‘Authorise’ box then click save and ok.
9. Repeat steps 3 – 8 for any other Allowances that require authorising.
10. Click ‘Save’ button and click on ‘Ok’ to close screen.
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Amendments to Foster Care Agreements
If you have completed a ‘Foster Care Agreement’ and entered the wrong Team
within the ‘Responsible’ field or you have not entered the ‘Start Date’ correctly
follow the instructions below:1. Click on the ‘Show Main Menu’ icon. Click on the ‘Care Cycle’ folder to open.
2. Click on ‘Service Agreements’ from the Menu to open the ‘Find Service Agreements’
screen as shown below:-
3. ‘Subject’ – Enter the Child/Young person’s ID number if known, click on the
button to
bring up recent subjects, or alternatively click on the grey square icon to bring up the
‘Find Person’ screen to search for the Child/Young person.
4. Highlight the ‘Service Agreement’ you want to amend by clicking onto the record and
click the ‘Details’ button.
5. Click on the ‘UnComplete’ button and then click on the ‘Edit’ button to go to the
‘Service Agreement Details’ screen. Go to the field you need to amend i.e.
‘Responsible’ or ‘Start date’ and amend accordingly.
6. Click on the ‘Save’ button to return to the ‘Service Agreement Details’ screen.
7. Click ‘Complete’ to complete the amended Service Agreement.
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How to Amend a ‘Foster Carer’ on a Foster Care Agreement
(N.B. You can only amend this information if the agreement has not been authorised.)
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payment (CYPS)’ folder. Click on ‘Service Agreements’
from the Menu to open the ‘Find Service Agreements’ screen as shown below:-
3. ‘Subject’ – Enter the Child/Young person’s ID number if known, click on the
button to
bring up recent subjects, or alternatively click on the grey square icon to bring up the
‘Find Person’ screen to search for the Child/Young person.
4. Highlight the ‘Service Agreement’ you want to amend by clicking onto the record and
click the ‘Details’ button.
5. Click on the ‘UnComplete’ button and click on the ‘Carer’ folder at the bottom of the
‘Service Agreement Details’ screen to open.
6. Click on the ‘Change Carer’ button to open the ‘Find Carer Approval Details’ screen.
7. ‘Carer’ – Enter the correct ID number of the Foster Carer and click on the grey square to
populate the name field, OR, if you do not have the ID, click on the grey square icon to
bring up the ‘Find People’ screen in order to search for the Foster Carer.
8. Click on the ‘Search’ button and the approvals for the carer will appear, select the
appropriate service and click on the ‘Use Selected’ button an error message may
appear, click ‘OK’ to acknowledge to take you back to the ‘Find Service Agreement’
screen.
9. Highlight the ‘Service Agreement’ you have amended by clicking onto the record and
click the ‘Details’ button.
10. Click on the ‘Complete’ button and check the correct ‘Foster Carer’ is now recorded.
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How to Amend a ‘Service Type’ on a Foster Care Agreement
(N.B. You can only amend this information if the agreement has not been authorised.)
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Care Cycle’ folder to open.
2. Click on ‘Service Agreements’ from the Menu to open the ‘Find Service Agreements’
screen as shown below:-
3. ‘Subject’ – Enter the Child/Young person’s ID number if known, click on the
button to
bring up recent subjects, or alternatively click on the grey square icon to bring up the
‘Find Person’ screen to search for the Child/Young person.
4. Highlight the ‘Service Agreement’ you want to amend by clicking onto the record and
click the ‘Details’ button.
5. Click on the ‘UnComplete’ button and click on the ‘Carer’ folder at the bottom of the
‘Service Agreement Details’ screen to open.
6. Click on the ‘Change Carer’ button to open the ‘Find Carer Approval Details’ screen.
7. ‘Carer’ – The ID number of the Foster Carer is already populated.
8. ‘Service’ – Leave first field as ‘Foster Care’, on the second field click on the drop down
arrow and select the blank line to clear field.
9. Click on the ‘Search’ button and all approvals for the carer will appear, select the
appropriate service type and click on the ‘Use Selected’ button an error message may
appear, click ‘OK’ to acknowledge to take you back to the ‘Find Service Agreement’
screen.
10. Highlight the ‘Service Agreement’ you have amended by clicking onto the record and
click the ‘Details’ button.
11. Click on the ‘Complete’ button and check the correct ‘Foster Carer’ is now recorded.
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How to Record a Retainer Agreement for ‘Foster Care/Fostering
Misc
N.B. Prior to recording a Retainer Agreement there has to be a carer
approval of ‘Foster Care’ with the service ‘Fostering Misc’ recorded on
the Foster Carer. If a Foster Care Approval is not listed contact the Panel
Clerk to investigate. However, if there is a Foster Care Approval with no
‘Fostering Misc’ service create as follows:
1. Click on the ‘Show Main Menu’ Icon from the icons on the left hand side of the screen.
2. Click on the ‘Resources’ Folder to open it.
3. Select ‘Manage Foster Carer Approvals’ to open the ‘Find Carer Approval’ screen as
shown below:
Add will allow
you to add the
Carer Approval
4. Enter the ID number of the Foster Carer if known, or click on the drop down arrow to take
you to a ‘Find Person’ screen and click the ‘Search’ button’.
5. From the ‘Find Carer Approval’ Screen select the ‘Foster Care’ Approval Record and
click the ‘Details’ button to enter the Approval details.
6. Click ‘Add’ in the Approval Details section to take you into the ‘Carer Approval Details’
screen as shown below:
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7. ‘Service Register’ – Enter code J1654 and click the grey square icon to populate the
details.
8. ‘Available From’ – enter date as appropriate.
9. ‘Client Age From/Age To’- enter the age range from & to e.g., 0-21 years.
10. ‘Max Children’ –Do not use.
11. ‘Gender’ – click on the appropriate radio button to select ‘Both’.
12. ‘Specific Child’ – Do not use.
13. ‘Notes’- this is a free text filed, enter any relevant notes.
N.B. Underneath the text box it will display how many characters remain before you are
unable to record any further information.
14. ‘On reserve To’ – Do Not Use
15. Click ‘Save’ to return to the ‘Carer Approval’ Screen
Create Retainer Agreement
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payments (CYPS)’ folder. Click on the ‘Retainer
Agreements’ folder to open the Payment Agreements screen as shown below:-
Select to go to
a ’Find Person’
screen
‘Add’ button
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3. Enter the ID number of the Foster Carer if known, or click on the drop down arrow to take
you to a ‘Find Person’ screen.
4. Click the ‘Add’ button to open the ‘Agreement Details’ screen as show below:-
5. ‘Responsible’ – Enter the appropriate budget code:Responsible Team
CFOFOST
CSBFOST
CFFFOST
Description
FOSTERING SERVICE BUDGET
SHORT BREAKS FOSTERING BUDGET
FAMILY/FRIENDS FOSTERING BUDGET
6. ‘Start Date’ – Enter start date.
7. ‘Service’ – Click on the drop down arrow and select ‘Foster Care/Fostering Misc’.
8. ‘Notes’ – Enter any notes you may have in the free text box provided.
9. Click ‘Close’ to return to the ‘Payment Agreements’ screen as shown below:-
10. Click ‘Save’ and click ‘Ok’ to exit screen.
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Add Allowance to Retainer Agreement
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payments (CYPS)’ folder. Click on the ‘Create
Allowances’ folder to open the Create Allowance screen as shown below:-
‘Find’ button
3. Enter the ‘ID number’ of the Foster Carer and click on the ‘Find’ button.
4. The agreements recorded on the Child/Young Person’s record will be displayed as
shown below:-
5. Select the ‘Foster Care/Fostering Misc’ agreement and click on the ‘Allowances’
button.
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6. Click the ‘Add’ button to record the allowance and enter the allowance details as
follows:-
N.B. Complete the following fields from the information recorded on the Gen4.
7. Category - Click on drop down arrow and select as appropriate.
8. Code - Click on drop down arrow and select as appropriate.
9. Payee - Click on drop down arrow and select as appropriate.
10. Start Date – Enter the start date of the allowance payment.
11. ‘End Date’ – This will default to the same as the start date.
12. ‘Amount’ – Enter the amount if required.
13. ‘Proj Amt’ – Do not use.
14. ‘Pay Type’ – Click on the drop down arrow and select as appropriate.
15. ‘Budget’ - Click on drop down arrow and select the appropriate budget.
15. Click ‘Close’ button to return to the list of allowances.
16. Click ‘Save’ and click ‘Ok’ to exit.
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How to Record a Retainer Agreement for Fostering Skills Fee
N.B. Prior to recording a Retainer Agreement there has to be a carer
approval of ‘Fostering Skills Fee’ recorded on the Foster Carer. If a
‘Fostering Skills Fee’ Approval is not listed create as follows:
Create Fostering Skills Fee Approval
1. Click on the ‘Show Main Menu’ Icon from the icons on the left hand side of the screen.
2. Click on the ‘Resources’ Folder to open it.
3. Select ‘Manage Foster Carer Approvals’ to open the ‘Find Carer Approval’ screen as
shown below:-
Add will allow
you to add the
Carer Approval
4. Click ‘Add’ to add the Carer Approval Record, this will take you to the ‘Carer Approval’
screen as shown below:-
5. ‘Service’ – click on drop down arrow and select ‘Fostering Skills Fee’.
6. ‘No of Places:’ – Do not use.
7. ‘Approved From’ - enter the appropriate date.
8. ‘Approved By’ – enter ID of appropriate service e.g. 341112 Fostering Service.
9. ‘Notes’ – free text field, enter information if required.
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June 2010
N.B. Underneath the text box it will display how many characters remain before you are
unable to record any further information.
10. Click ‘Save’ to return back to the Find Carer Approval Screen
Note: A unique ‘Approval ID’ is created.
11. From the ‘Find Carer Approval’ Screen select the ‘Fostering Skills Fee’ Approval
Record and click the ‘Details’ button to enter the Approval details.
12. Click ‘Add’ in the Approval Details section to take you into the ‘Carer Approval Details’
screen as shown below:-
13. ‘Service Register’ – click the grey square icon to search the various Fostering Skills Fee
Service details. Select as appropriate by clicking over the record which will highlight the
record in yellow, click the ‘Continue’ button.
14. ‘Available From’ – enter date as appropriate.
15. ‘Client Age From/Age To’- enter the age range from & to e.g., 0-21 years.
16. ‘Max Children’ – Do not use.
17. ‘Gender’ – click on the appropriate radio button to select ‘Both’.
18. ‘Specific Child’ – Do not use.
19. ‘Notes’- this is a free text filed, enter any relevant notes.
N.B. Underneath the text box it will display how many characters remain before you are
unable to record any further information.
20. ‘On reserve To’ – Do Not Use.
21. Click ‘Save’ to return to the ‘Carer Approval’ Screen.
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Create Retainer Agreement
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payments (CYPS)’ folder. Click on the ‘Retainer
Agreements’ folder to open the Payment Agreements screen as shown below:-
Select to go to
a ’Find Person’
screen
‘Add’ button
3. Enter the ID number of the Foster Carer if known, or click on the drop down arrow to take
you to a ‘Find Person’ screen.
4. Click the ‘Add’ button to open the ‘Agreement Details’ screen as show below:-
5. ‘Responsible’ – Enter the appropriate budget code:Responsible Team
CFOFOST
CSBFOST
CFFFOST
Description
FOSTERING SERVICE BUDGET
SHORT BREAKS FOSTERING BUDGET
FAMILY/FRIENDS FOSTERING BUDGET
6. ‘Start Date’ – Enter start date.
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7. ‘Service’ – Click on the drop down arrow and select ‘Fostering Skills Fee/Fostering
Skill….’.
8. ‘Notes’ – Enter any notes you may have in the free text box provided.
9. Click ‘Close’ to return to the ‘Payment Agreements’.
10. Click ‘Save’ and click ‘Ok’ to exit screen.
Add Allowance to Retainer Agreement
1. Click on the ‘Show Main Menu’ icon. Click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payments (CYPS)’ folder. Click on the ‘Create
Allowances’ folder to open the Create Allowance screen as shown below:-
‘Find’ button
3. Enter the ID number of the Foster Carer and click on the ‘Find’ button.
4. The agreements recorded on the Child/Young Person’s record will be displayed as
shown below:-
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5. Select the ‘Fostering Skills Fee/Fostering Skill….’ agreement and click on the
‘Allowances’ button.
6. Click the ‘Add’ button to record the allowance.
7. Category - Click on drop down arrow and select ‘Payment for Skills Fee’.
8. Code - Click on drop down arrow and select the appropriate ‘Skill Fee Level’ as advised
by the Fostering Social Worker.
9. Payee - Click on drop down arrow and select ‘Carer is Payee’.
10. Start Date – Enter the start date of the allowance payment.
11. ‘End Date’ – Enter date when required.
12. ‘Amount’ – Enter the amount if required.
13. ‘Proj Amt’ – Amount already populated.
14. ‘Pay Type’ – Do not use.
15. ‘Budget’ - Click on drop down arrow and select the appropriate budget.
17. Click ‘Close’ button to return to the list of allowances.
18. Click ‘Save’ and click ‘Ok’ to exit.
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How to End an Allowance
1. Click on the ‘Show Main Menu’ icon and click on the ‘Finance’ folder to open.
2. Click on ‘Care Pay – Carer Payment (CYPS)’ folder. Click on the ‘Create Allowances’
folder to open the Create Allowance screen as shown below:-
‘Find’ button
3. Enter the ID number of the Child/Young Person and press the TAB key to default the
Clients name and address or click on the down arrow to access the find people form and
perform a search. Click the ‘Find’ button.
4. The agreements recorded on the Child/Young Person’s record will be displayed as
shown below:-
5. Select the appropriate agreement by clicking onto it; this will become green denoting that
this is the active agreement.
6. Click the ‘Allowances’ button to open the ‘Allowances for Agreement’ screen, which
will list the allowances as shown on the next page:-
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7. Highlight the allowance you want to end and click the ‘Details’ button to open the
‘Allowance Details screen as shown below:-
8. Enter the end date in the ‘End’ field and click on the ‘Close’ button to return to the
‘Allowances for Agreement’ screen.
9. The allowance will now have an ‘End Date’.
10. Click ‘Save’ and ‘OK’ to exit screen.
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How to End a Foster Care Agreement
1. From the ‘Desktop’ screen, click on the ‘Show Main Menu’ icon. Click on the ‘Care
Cycle’ folder to open.
2. Click on ‘Service Agreements’ from the Menu to open the ‘Find Service Agreements’
screen as shown below:-
3. ‘Subject’ – Enter the Child/Young person’s ID number if known, or alternatively click on
the grey square icon to bring up the ‘Find Person’ screen to search for the Child/Young
person.
4. Click the ‘Search’ button to list the Service Agreements attached to the record as shown
below:-
‘Details’ button
5. Select the Service Agreement you wish to end and click on the ‘Details’ button to open
the ‘Service Agreement Details’ screen.
6. Scroll down the page and click on the ‘Edit’ button to allow you to end the Service
Agreement, as shown on the next page:-
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7. ‘End Date’ – Enter the date you want the Service Agreement to end.
8. ‘Reason’ – Click on the drop down arrow and select the end reason as appropriate.
9. Click on the ‘Save’ button and click on the ‘Grey Cross’ in the top right hand corner to
return to the ‘Find Service Agreements’ screen.
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How to Create ‘List Allowances for Children Age 16+’ Report
(Version 5)
N.B. This Report must be run prior to ‘Weekly Payment Runs’.
1. From the ‘Desktop’ screen, click on the ‘Finance’ folder to open as shown below:-
2. Click on ‘CarePay – Carer Payments (CYPS)’, click on ‘CarePay Reports and Letters’
and double click on ‘List Allowances for Children Age 16+’ to open the following
screen:-
3. ‘Destination Type’ – This will already have populated, do not change.
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4. ‘Destination Name’ – Leave blank.
5. ‘Aged’ – Click on drop down arrow and select ‘18+’.
6. Click on the ‘Submit Query’ button.
7. Click on the ‘Print Icon’
and click ‘OK’ to print.
N.B. Once the report has been printed, check against the previous week’s
report to identify any new young people who may have turned 18 years of
age. If new young people have been identified, you are required to end
the allowances and agreements. Follow instructions on ‘How to End
Allowances’ and ‘How to End Service Agreements’.
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Fostering Finance – Weekly Payment Run Process
Fostering
Finance
Officer
Completed Gen 4 – Children Change of Circumstance
Payment Notification Form received in Fostering Finance from
Fostering Team, Adoption Team, Family & Friends Team &
Short Breaks Team. Details from Gen 4 have been recorded
onto Carefirst.
N.B. Create Transaction
Batches for Holiday Run
and Xmas Run once a
year.
Create Transaction
Batches - Regular
Payment Run &
Birthday Run
Create Run Interface Routine – Create
BOP Transactions
View & Authorise Transactions
Create Transaction Batches
– Populate Interface
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Create
Transaction Batches.
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Run
Interface Routines.
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on View
and Authorise Transactions.
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Create
Transaction Batches.
Create Run Interface Routine – Populate
BOP Interface
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Run
Interface Routines.
Create Batches – HCC Child Carepay
Payments
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Create
Transaction Batches.
Create Run Interface
Routine – Extraction Batch
Processing
Follow Process for ‘Authorising the
Payment Batch’
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From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Run
Interface Routines.
How to Create Weekly Transaction Batches – Regular Payment
Run and Birthday Payment Run
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Transaction Batches’ option to open the Transaction Batches
Screen as shown below:-
4. ‘Run Type’ field, click on the drop down arrow and select the following option ‘Regular
Payment Run’.
5. Click on the ‘Add’ button to open the Add Batch Screen as shown below:-
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6. ‘Type’ field - ‘Regular Payment Run’ will have pre-populated from the Run Type you
selected.
7. ‘Date’ field, a date will automatically populate this field. Please check that this date is
one week later that the dates you are paying the foster Carers e.g., if you are working
with the payments date upto 7th November 2011 the date that should be in this field is
14th November 2011.
8. Click on the ‘Close’ button to return to the ‘Transaction Batches’ screen. N.B. The
Regular Payment Run will show with a ‘Status’ of ‘New’ as shown below:-
N.B. Make a note of the ‘Regular Payment Run’ Batch ID.
9. From the ‘Transaction Batches’ screen, click on the drop down arrow on the ‘Run
Type’ field and select ‘Birthday Run’ to create the Birthday Payment Run.
10. Click on the ‘Add’ button to open the Add Batch Screen as shown below:-
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11. ‘Type’ field, Birthday Run will have pre-populated from the Run Type you selected.
12. ‘Date’ field, a date will automatically populate this field. Please check that this is the
correct week ending date for the current weeks birthdays being paid (this should be 3
weeks).
13. Click on the ‘Close’ button to return to the ‘Transaction Batches’ screen. N.B. The
Birthday Payment Run will show with a ‘Status’ of ‘New’.
14. Click ‘Save’ and ‘Ok’.
N.B. Make a note of the ‘Birthday Run’ Batch ID.
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How to Create Transaction Batches – Holiday Run
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Transaction Batches’ option to open the Transaction Batches
Screen as shown below:-
4. ‘Run Type’ field, click on the drop down arrow and select the following option ‘Holiday
Run’.
5. Click on the ‘Add’ button to open the Add Batch Screen.
6. ‘Type’ field, Holiday Run will have pre-populated from the Run Type you selected.
7. ‘Date’ field, a date will automatically populate this field, amend if necessary.
8. Click on the ‘Close’ button to return to the ‘Transaction Batches’ screen. N.B. The
Holiday Run will now show as ‘New’ in the status column.
N.B. Make a note of the ‘Holiday Run’ Batch ID.
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How to Create Transaction Batches – Xmas Run
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Transaction Batches’ option to open the Transaction Batches
Screen as shown below:-
4. ‘Run Type’ field, click on the drop down arrow and select the following option ‘Xmas
Run’.
5. Click on the ‘Add’ button to open the ‘Add Batch’ Screen.
6. ‘Type’ field, Xmas Run will have pre-populated from the Run Type you selected.
7. ‘Date’ field, a date will automatically populate this field, amend if necessary.
8. Click on the ‘Close’ button to return to the ‘Transaction Batches’ screen. N.B. The
Xmas Run will now show as ‘New’ in the status column.
N.B. Make a note of the ‘Xmas Run’ Batch ID.
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Create Run Interface Routines – Create BOP Transactions
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Run Interface Routines’ option to open the Batch Routines Screen as
shown below:-
4. Select ‘Create Bop Transactions’ by clicking into the radio button.
5. Click on the ‘Run’ button.
6. A message will appear “Are you sure you want to continue?” only click ‘OK’ if you are
satisfied you are ready to create the BOP Transactions The batch will start running do
not select any other option on your PC whilst this process is taking place.
7. Once the run has finished a message will appear “Complete” click ‘OK’ to acknowledge
the message.
8. Click on the ‘Batch Logs’ Button to open the Batch Log screen as shown on the next
page:-
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9. ‘Log Type’ field, click on the drop down arrow and select ‘BOP’.
10. ‘Between Dates’ field, double click to enter today’s date.
11. Click the ‘Query’ button to list the ‘Log Details’ as shown below:-
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12. Log Details will appear in the second block on the screen. Check to make sure there are
no errors detailed in the Message Column. The Child/Young Person/Foster Carer’s Id
number and the error message will be displayed. You will need to rectify/input the
missing information.
13. Click ‘OK’ to return to the Batch Routines Screen.
14. Click ‘Close’ to return to the Main Menu.
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How to View & Authorise Transactions
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘View And Authorise Transactions’ option to open the Transactions
Screen as shown below:-
4. ‘View Status’ field, click on the drop down arrow and select ‘New’ from the list below:NEW – These are newly generated transactions from an ongoing allowance and
those allowances new to this payment run.
ALL – View all transactions brand new, new, authorised, paid, paid manually and in
error.
AUTHORISED – View Authorised Transactions.
IN ERROR – Payment or reclamation of the transaction amount been attempted in a
previous payment run.
BRAND NEW – Generated from a newly added allowance.
PAID – Previously paid transactions whose status has been changed from authorised
to paid.
MANUALLY PAID – A manually paid transaction that has been entered manually on
to the transaction screen and not been paid automatically
HELD – Allowances that were not authorised from the previous run.
5. ‘From’, do not use.
6. ‘To’, do not use.
7. ‘Order By’, do not use.
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8. Click the ‘Find’ button to retrieve transactions associated with the search you have
entered.
9. All transactions that require authorisation will now appear in the bottom block of the
screen.
AUTHORISE TRANSACTIONS IN BULK
You will now need to Authorise these transactions
10. Click the ‘Authorise’ button to access the Authorise Transaction screen.
11. Leave radio button on ‘non specific’.
12. ‘Status’ field, click on the drop down arrow and select ‘New’ as your first option.
13. Click the ‘OK’ button.
14. A message box will appear “Are you sure you wish to do this?”.
15. Click the ‘Yes’ button to proceed, all New transactions will now be authorised you are
now required to repeat steps 4 – 15 to search and authorise any Brand New Allowances.
16. Repeat steps 4 – 8 for the following:
NEW – These are newly generated transactions from an ongoing allowance and
those allowances new to this payment run.
IN ERROR – Payment or reclamation of the transaction amount been attempted in a
previous payment run.
BRAND NEW – Generated from a newly added allowance.
HELD – Allowances that were not authorised from the previous run
N.B. No records should be listed. Investigate or authorise any transactions which are
shown.
17. Click ‘Save’ and ‘OK’.
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Create Transaction Batches – Populate Interface Run
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Transaction Batches’ option to open the Transaction Batches
Screen as shown below:-
4. ‘Run Type’ field, click on the drop down arrow and select the following option ‘Populate
Interface’.
5. Click on the ‘Add’ button to open the Add Batch Screen as shown below:-
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6. ‘Type’ field, ‘Populate Interface’ will have pre-populated from the ‘Run Type’ you
selected.
7. ‘Date’ field, a date will automatically populate this field, amend if necessary.
8. Click on the ‘Close’ button to return to the ‘Transaction Batches’ screen. N.B. The
Populate Interface Run will now show as ‘New’ in the status column.
9. Click ‘Save’ and ‘OK’.
N.B. Make a note of the ‘Populate Interface Run’ Batch ID.
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Create Run Interface Routines – Populate BOP Interface
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Run Interface Routines’ option to open the Batch Routines Screen.
4. Select ‘Populate Bop Interface’ by clicking into the radio button.
5. Click on the ‘Run’ button.
6. A message will appear “Are you sure you want to continue?” only click ‘OK’ if you are
satisfied you are ready to populate BOP Interface.
The batch will start running do not select any other option on your PC whilst this
process is taking place.
7. Once the run has finished a message will appear “Complete” click ‘OK’ to acknowledge
the message.
8. Click on the ‘Batch Logs’ Button to open the Batch Log screen as shown on the next
page:-
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9. ‘Log Type’ field, click on the drop down arrow and select ‘BOP’.
10. ‘Between Dates’ field, double click to enter today’s date.
11. Click the ‘Query’ button to list the ‘Log Details’ as shown below:-
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12. Log Details will appear in the second block on the screen. Check to make sure there are
no errors detailed in the Message Column. The Child/Young Person/Foster Carer’s Id
number and the error message will be displayed. You will need to rectify/input the
missing information.
13. Click ‘OK’ to return to the Batch Routines Screen.
14. Click ‘Close’ to return to the Main Menu.
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Create Transaction Batches – HCC CHILD CAREPAY PAYMENT
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Batches’ option to open the Create Batches Screen.
4. ‘Class’ field, click on the drop down arrow and select the following option ‘HCC CHILD
CAREPAY PAYMENT’ and click the ‘Query’ button as shown below:-
5. Click on the ‘Add’ button to open the Batch Creation Screen as shown below:-
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6. ‘Type’ field, Standard will have pre-populated from the Run Type.
7. ‘Batch Date’ field, enter the paid up to date of the batch.
8. Click on the ‘Ok’ button to return to the ‘Create Batches’ screen. N.B. The HCC CHILD
CAREPAY PAYMENT will now show as ‘Ready’ in the status column.
9. Click ‘Close’.
N.B. Make a note of the ‘HCC Child Carepay Payment’ Batch ID.
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Create Run Interface Routines – Extraction Batch Processing
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Run Interface Routines’ option to open the Batch Routines Screen.
4. Select ‘Extraction Batch Processing’ by clicking into the radio button.
5. Click on the ‘Run’ button.
6. A message will appear “Please wait while Extract Processing takes place” only click
‘OK’ if you are satisfied you are ready to create the Extraction Batch Processing. The
batch will start running do not select any other option on your PC whilst this
process is taking place.
7. Once the run has finished a message will appear “Complete” click ‘OK’ to acknowledge
the message.
8. Click on the ‘Batch Logs’ Button to open the Batch Log screen as shown on the next
page:-
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9. ‘Log Type’ field, click on the drop down arrow and select ‘HCC Child’.
10. ‘Between Dates’ field, double click to enter today’s date.
11. Click the ‘Query’ button.
12. Log Details will appear in the second block on the screen. Check to make sure there are
no errors detailed in the Message Column. The Child/Young Person/Foster Carer’s Id
number and the error message will be displayed. You will need to rectify/input the
missing information.
13. Click ‘OK’ to return to the Batch Routines Screen.
14. Click ‘Close’ to return to the Main Menu.
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Fostering Finance – Authorising the Payment Batch
Fostering
Finance
Officer
Create Hull’s Carer
Remittance Report
Print External Batches (Extraction Batch)
Print Transaction Batches Screen
Create List Transactions in a
Batch by Status Report.
(N.B. This is created in
Carefirst Version 5)
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS), Reports and click
on Hull’s Carer Remittance
Report
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Create
Batches.
From the Main Menu click
on the Finance folder, Care
Pay – Carer Payments
(CYPS) and click on Create
Transaction Batches.
In Carefirst Version 5 from
the Desktop click on the
Finance folder, Care Pay –
Carer Payments (CYPS)
and click on List
Transactions in a Batch by
Status.
N.B. Print off the report if
any transactions are listed.
Check the Balance of the Weekly
Transaction Batches
Authorise the Payment Batch
Manually check the Regular
Payment and Birthday Runs
against the Populate
Interface Run.
E-mail ICT & E-Government
to enable them to complete
their process.
Action Rejection Report
before returning to
Corporate Finance.
Amendments made if
required, validate
Transaction Batch within
Oracle.
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How to Create ‘Hull’s Carer Remittance Report’
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on ‘Reports’ folder to open and click on ‘Hull’s Carer Remittance Report’ to open
the following screen:-
4. ‘Destination Type’ – This is already populated, do not change.
5. ‘Destination Name’ – Leave blank.
6. ‘Run Date’ – This is already populated, do not change. However if you require a
previous Report, click on the drop down arrow and select as appropriate.
7. ‘Batch ID’ – Click on drop down arrow and select the ID of the ‘Birthday Run’ Batch.
N.B. This will already have been noted when Batches were created.
8. Click on the ‘Submit Query’ button.
9. Click on the ‘Print Icon’
and click ‘OK’ to print.
10. Click on the ‘Back’ button to return to the ‘Carer Remittance Advice Report’ screen.
11. ‘Batch ID’ – Click on the drop down arrow and select the ID of the ‘Regular Payment
Run’ and repeat steps 8-9.
N.B. This process will be undertaken for the Holiday Run and Xmas Run
when applicable i.e. once a year.
12. Click on the cross in the top right hand corner to close screen.
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How to Print External Batches (Extraction Batch)
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Batches’ option to open the Create Batches Screen.
4. ‘Class’ field, click on the drop down arrow and select the following option ‘HCC CHILD
CAREPAY PAYMENT’ and click the ‘Query’ button as shown below:-
5. Select the appropriate batch and click on the ‘Details’ button to take you to the ‘External
Batches’ screen as shown below:‘Functions’
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6. Click on ‘Functions’, select ‘Action’ and select ‘Print’, the following screen will appear:-
7. Ensure correct printer is displayed and click on ’OK’.
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How to Print ‘Transaction Batches’ Screen
1. From the ‘Main Menu’, select the ‘Finance’ option to open the folder.
2. Click on the ‘Care Pay – Carer Payments (CYPS)’ option to open the folder.
3. Click on the ‘Create Transaction Batches’ option to open the Transaction Batches
Screen as shown below:-
Functions
4. Click on ‘Functions’, select ‘Action’ and select ‘Print’, the following screen will appear:-
5. Ensure correct printer is displayed and click on ’OK’.
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How to Create ‘List Transactions in a Batch by Status’ Report
(Carefirst Version 5)
1. From the ‘Desktop’ screen, click on the ‘Finance’ folder to open as shown below:-
2. Click on ‘CarePay – Carer Payments (CYPS)’, click on ‘CarePay Reports and Letters’
and double click on ‘List Transactions in a Batch by Status’ to open the following
screen:-
3. ‘Destination Type’ – This will already have populated, do not change.
4. ‘Destination Name’ – Leave blank.
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5. ‘Transaction Batch ID’ – Enter the ID of the ‘Regular Payment’ Batch. N.B. This will
already have been noted when Batches were created.
6. ‘Status’ – Click on the drop down arrow and select ‘REPAY’.
7. Click on the ‘Submit Query’ button, the following screen will appear:-
N.B. Print off the report if any transactions are displayed.
8. Click on the ‘Back’ button to return to the ‘List CarePay Transactions’ screen.
9. Replace the Transaction Batch ID with the ID of the ‘Birthday Run’ and repeat steps 68.
N.B. This process will be undertaken for the Holiday Run and Xmas Run
when applicable i.e. once a year.
10. Repeat steps 5-9 ensuring you select ‘STOP’ from the ‘Status’ field.
11. Repeat steps 5-9 ensuring you select ‘PAIDM’ from the ‘Status’ field.
12. Click on the cross in the top right hand corner to close the screen.
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Checking the Balance of the Weekly Transaction Batches
against the Populate Interface Run
Prior to e-mailing ICT & E-Government – Operations you must ensure the
batches balance.
1. Highlight the ‘Regular Payment Run’ and ‘Birthday Run’ and mark the ‘Populate
Interface’ on the ‘Transaction Batches’ screen print.
‘Transactions’
‘Run Type’
‘Amount’
‘Batch ID’
2. Manually record on the bottom of the ‘Transaction Batches’ screen print the Batch ID,
Transactions and Amount of the ‘Populate Interface’.
3. Manually record on the bottom of the ‘Transaction Batches’ screen print the Batch ID’s,
Transactions and Amounts of the ‘Regular Payment Run’ and ‘Birthday Run’.
4. Add together the transactions and amounts of the ‘Regular Payment Run’ and
‘Birthday Run’. If the total of these amounts do not balance with the amount of the
‘Populate Interface’ go to step 5.
5. Check all the ‘List Transactions in a Batch by Status’ Reports. Manually record on the
bottom of the ‘Transaction Batches’ screen print any ‘Transactions’ and ‘Total
Amounts’ identified. These amounts need deducting from the ‘Regular Payment Run’
and ‘Birthday Run’ transactions and amounts total.
6. This figure should balance with the ‘Populate Interface’ transactions and amount.
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Process for Authorising the Payment Batch
1. Send an e-mail to ICT & E-Government – Operations informing them that an extraction
batch has been created in Carefirst as shown below:-
2. ICT & E-Government – Operations will complete their process which will generate a
response confirming a batch of Carefirst payments are available for import into AP as
shown below:-
3. Opening the pdf file will show the Carefirst to Oracle Accounts Payable interface
summary.
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4. Corporate Finance to import transaction in to Oracle and send copy of rejection report
back to fostering finance.
5. On opening the document any rejections will be shown at the end of the report as shown
below:-
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6. All rejections need to be checked on Oracle to see if payment has already been made.
Using the supplier number/name check Oracle and on the report, mark in red next to
each rejection the appropriate action required. This depends on one of the following
outcomes:Outcomes

Payment has been made: Record against rejection - ‘Please Delete’

Payment has not been made: Record against rejection - ‘Place a U at the end of the
invoice number and run again using Code:……………….. (Enter appropriate
cost codes)
7. Amended rejection report to be sent back to Corporate Finance.
N.B. Corporate Finance will confirm by e-mail that the amended rejection report has been
actioned.
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Amendments to the Transactions (If required)
It may be necessary to make amendments to the transactions within Oracle due to
changes to the Child/Young Person’s placement e.g. Fostering Social Worker notified
a change to the placement end date which could result to an overpayment to the
Foster Carer.
1. From the Hull’s Carer Remittance Report find the appropriate transaction within the
Birthday or Regular Payment Run (the transaction is identified by the Carer and
Child/Young Person).
2. If the transaction is to be deleted, manually record a ‘D’ next to the amount. If the
amount has changed manually record the new amount.
3. Repeat steps 1 and 2 until all amendments have been completed.
4. Record all amendments on a ‘WK….AMENDMENTS’ excel document. N.B. The ‘WK….
Amendments’ documents is accessed through the Fostering Team shared drive/Finance
and Fostering Fees/Finance/Rejection Reports1011/WK….AMENDMENTS.
5. Amendments to be actioned within Oracle. Ensure the Transaction Batch in Oracle
balances with the ‘Total’ figure in the ‘WK….AMENDMENTS’ excel document.
6. Validate the ‘Transaction Batch’ in Oracle.
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